HomeMy WebLinkAboutD-1276-97 Travel Exp AmendOrdinance N0.D- 1276-97
AN ORDINANCE REVISING THE TRAVEL-EXPENSE POLICY
FOR CITY OF CARMEL, INDIANA EMPLOYEES
(AS AMENDED FROM ORIGINAL PROPOSED ORDINANCE D-1276-97)
WHEREAS, it is occasionally necessary to amend the City Code in order to ratify
sections which may be ambiguous; and
WHEREAS, Cannel City Code Chapter 2, Article 3, Division llI, Section 2-61
(the "Travel Section") governs the reimbursement of travel expenses for City of Cannel
employees; and
WHEREAS, ambiguity exists in the Travel Section.
NOW, THEREFORE, BE IT ORDAINED by the Common Council of the City of
Carmel, Indiana, that the Travel Section be amended to read as follows:
Section 2-6 1 Reimbursement Policy for Travel and Related Expenses
Expenses described below which are incurred by a City employee related to that
employee' s official city duties, responsibilities, or actions while participating in or on
behalf of official City of Cannel business shall be reimbursable:
(a) Expenses:
(1) Private vehicle mileage for travel related to official City business shall be
reimbursable at the current State Board of Accounts (the "SBA") reimbursement
rate level, as amended from time to time by the SBA.
(2) Parking fees or tolls incurred and paid while a City employee is on official
City business shall be reimbursable. However, the same shall not include traffic
tickets issued by any police department for an ordinance or state violation.
(3) Meals, lodging, and other reasonable expenses such as taxi service,
necessary and relevant to travel outside the corporate limits of the City of Carmel
on official business, shall be reimbursed at the current SBA reimbursement rate
level as amended from time to time by the SBA. However, meal expenses shall be
paid at a maximum rate of forty dollars ($40.00) per day, including tips (at fifteen
percent (15%) of meal cost).
(4) An amount equivalent to coach air fares or fares which are commonly
understood to be coach rates, and any lower fare amount, if fare was available,
shall be reimbursed.
(5) Meeting expenses, seminar expenses, and such related items incurred while
on official city business, shall be reimbursable, whether or not inside the City' s
corporate limits.
(6) Non-reimbursable expenses include, but are not limited to, in-room movies,
alcohol, laundry service, saunas, massages, golf, personal telephone calls, either
,.long distance or local and any other unrelated service or entertainment not directly
serving a business purpose.
(7) Any expense resulting from companion travel, which companion is not on
official city business, 'and which expense is over and above the expense reasonably
incurred by the City employee, if traveling alone, shall not be reimbursable.
(b) Claim Submission Requirements
(1) Any claim for reimbursement of travel or expenses incurred while on
official City business must be itemized and documented by receipts. In the event
receipts are unavailable, lost, or destroyed, the employee may obtain
reimbursement by signing an affidavit that the expense was incurred on behalf of
City business.
(2) Prior to submission for reimbursement, a claim must first be reviewed and
authorized by the Director of the employee' s department to confirm that the claims
submitted fall within the guidelines of this Section and are within that department' s
appropriated budget.
(3) Registration fees, hotel reservations and airline fares connected with
seminars, workshops, schools or other City-required travel may be paid in advance
if supported by a fully itemized claim approved by the department Director. Any
savings resulting from changes in schedule or transportation shall be delivered to
the office of the Clerk-Treasurer within ten (10) business days of travel completion
accompanied by written documentation.
(4) Any expenses charged by an employee on their personal charge cards will
be reimbursed for the face value of the purchase. Late or interest charges will not
be reimbursed for any reason.
(c) All prior Ordinances or parts thereof inconsistent with any provision of this
Ordinance are hereby repealed.
(d) This Ordinance shall be in full force and effect from and after its passage and
signing by the Mayor.
PASSED by the Common Council of the City of Carmel, Indiana this :~t.{ day
of ~ ,1997 by a vote of (o ayes and ~ nays.
COMMON COUNCIL FO~ CITY. L
r K~.~ ~, . // //' 67
Diana L. Cordray, Clerk-Treasure(
Presented by me to the Mayor of the City of Carreel, ' //~' day
Diana L. Cordray, Clerk-T~urer
by me, Mayor of the City of Carrnel, Indiana, this//-/-"l~y o]
A. pproved
~~~ 1997 .... /
Ji~t. ies Br~nard, Mayor
ATTEST:
Diana L. Cordray, Clerk-Treasurer